Invite Users

How to Invite Users

Prerequisites

Before sending invitations, ensure:

1. Email Configuration: Set up SMTP or email provider in System Settings → Email Configuration
2. Role Assignment: Determine which role the new users should have

Sending Invitations

1. Select User Role: Choose the role from the dropdown that invited users will receive

   • All available roles are listed (admin, custom roles, etc.)
   • Role determines the permissions new users will have upon login

2. Enter Email Addresses: Add recipient emails in the textarea

   • Single User: Enter one email address
   • Multiple Users: Separate emails with commas (e.g., [email protected], [email protected])
   • Format Validation: All emails must be valid email addresses

3. Send Invitations: Click "Send Invites" to process the invitation batch

Email Configuration Status

When Email is Configured: Invitation emails are sent automatically with secure registration links.

When Email is Not Configured:

• Invitations are created but no emails are sent
• Warning message appears: "Email configuration required"
• Manual sharing of invitation links is required
• Configure email in Admin Settings → System Settings → Email Configuration

Invitation Process

For Recipients:

1. Receive email invitation with secure registration link
2. Click the invitation link to access registration page
3. Complete registration form:
   • Enter their full name
   • Create their own password (minimum 8 characters)
   • Confirm password
4. Account is created with their chosen credentials and pre-assigned role

For Administrators:

1. Invitation tokens are generated (expires in 7 days)
2. Invitation emails are sent with registration links
3. Role assignments are stored with the invitation
4. Users only appear in user table after completing registration

Managing Invited Users

Before Registration:

• Invitations are tracked with expiration dates
• Pending invitations can be viewed and managed
• Role assignments are stored with invitations

After Registration:

• Users appear in user management table with assigned roles
• Token limits and permissions can be configured
• Full user management options become available

Troubleshooting Invitations

Common Issues

"No roles available":

• Create roles in Roles & Permission Management before inviting users
• Ensure at least one role exists beyond admin

"Invite Failed" errors:

• Check email addresses for typos
• Verify role selection is made
• Confirm network connectivity
• Review server logs for detailed error messages

Email delivery problems:

• Verify email configuration in System Settings
• Check spam/junk folders for invitations
• Test email configuration with test email feature
• Confirm SMTP credentials are correct

Registration issues:

• Invitations expire after 7 days - resend if needed
• Users must complete registration before expiration
• Check that invitation links are not corrupted when shared manually